Assistant, Office and Events

CaPS Procurement Services

About the job

Assistant, Office and Events, CaPS – Join an extraordinary team and network!

We combine the purchasing power of private equity-owned portfolio companies across IT, travel, logistics, marketing and facilities into framework agreements that help our members save around 20 % on indirect spend. Today, the CaPS network spans roughly 350 companies and close to 100,000 employees across Finland, Sweden and the Baltics.

And we’re just getting started!

Backed by Fidelio Capital, one of Europe’s top performing private equity investors, we’ve entered an exciting new chapter of international growth. In 2026, we established operations in the Netherlands and Denmark, with one clear ambition: to become Europe’s leading procurement network for private equity and investment firms by 2030.

Curious to learn more? Visit www.caps.fi.

Your opportunity to make everyday operations run brilliantly

We’re looking for an Assistant, Office and Events to join our team in Helsinki. This is a hands-on and versatile role combining office operations, team and management support, event coordination, communications and financial administration.

You’ll work closely with the entire Finnish and partly Swedish team and play an important part in keeping both everyday operations and our events running smoothly. If you’re proactive, highly organized and enjoy being the person who makes things happen, this could be your opportunity to join a fast-growing international business.

Responsibilities

In this role, you will manage a broad range of practical and administrative tasks, including:

• Ensuring smooth day-to-day operations at our Helsinki office while supporting the Finnish team and management
• Coordinating office routines, practical requests and open tasks, ensuring things get done and followed through
• Supporting employee onboarding and exit processes, including work equipment, access rights and user accounts together with external IT partners
• Managing office facilities, supplies and services and coordinating with external service providers
• Welcoming visitors and taking care of practical arrangements for meetings and lunches
• Planning and coordinating customer, supplier and internal events, from invitations and participant lists to venues, catering, schedules and follow-up
• Supporting Planning Days, wellbeing initiatives, team events and company trips
• Coordinating content updates for CaPS’ digital channels, including caps.fi and scheduled advertisements on the CaPS Extranet
• Supporting financial administration, including expense reports, invoicing-related Excel trackers and travel expense reporting
• Maintaining administrative records, documentation and tracking tools
• Continuously looking for ways to improve administrative routines and make everyday operations more efficient

Who we are looking for

We are looking for a proactive, energetic and ambitious professional who enjoys taking responsibility and keeping several moving parts under control. You have a genuine service mindset, an eye for detail and the ability to anticipate what needs to happen next.

• A few years of relevant experience in office management, executive or team support, event coordination, administration or a similar role
• Experience supporting management or executives, ideally in an international environment
• Strong organizational and prioritization skills and the ability to manage multiple responsibilities accurately
• A proactive, self-driven approach and willingness to take ownership
• Excellent communication skills in Finnish and English, both written and spoken. Swedish is a plus
• Strong proficiency in Microsoft 365, particularly Excel and PowerPoint
• Strong attention to detail and high standards for the quality of your work
• A collaborative, energetic and team-oriented mindset
• Adaptability and the ability to thrive in a fast-paced environment
• Natural ability to build strong working relationships with different internal and external stakeholders

Above all, you take initiative, follow through on commitments and are motivated to improve the way things work. An interest in sports would also complement our team culture.

What is in it for you

You will join a team with 21 members in Finland, Sweden, Denmark and Netherlands. Cultural characteristics that describe our team are passion, commitment, intensity, team effort and laughter. This isn’t a role where you sit on the sidelines. You’ll be on the front line of a fast-growing international business, where your work has a direct, visible impact on CaPS and its members. You’ll have a visible impact on how our team works every day and plenty of opportunities to develop the role and our ways of working as CaPS continues to grow.

We offer you the opportunity to work in an exciting industry with great colleagues and a low-hierarchy culture at our office in the heart of Helsinki, Kasarmikatu 21. The role is primarily office-based, reflecting the importance of close teamwork and collaboration.

The position comes with a fixed monthly salary and an annual performance-based bonus, together with comprehensive personnel benefits including telephone, lunch, sport and culture benefits, as well as accident, travel and extensive occupational health insurance.

Ready to apply?

If this sounds like you, we’d love to hear from you.

The recruitment process is managed in cooperation with Compass Human Resource Group.

Please submit your application, CV and salary expectation as soon as possible, but no later than 10 November, through the ’Apply for position’ button below.

For further information about the position, please contact Vivi Stening, +358 500 773755 or email: vivi.stening@compasshrg.fi

Compass Human Resources Group has existed since 1982. Today, we are an international organisation with offices in Finland, Sweden, Norway, Denmark, and the UK. We are specialized in Executive Search and Recruitment.